7 central advantages of project management software

Probably the biggest advantage of project management software is that it provides transparency and gives everyone involved in the project an overview of the current project status and upcoming tasks at any time. Visualizations of plans, statistics and evaluations can be created at the click of a mouse.

Detailed role assignment makes it possible to specify exactly which project participants can view and edit which information. Sensitive data is thus protected and no project member is overloaded with irrelevant information.

Project management software provides structure, not only during the planning of the project, but also during its execution. Everyone involved knows their role, dates, deadlines, milestones and tasks. Processes and workflows, once defined, are organized by the software. This effectively prevents increased coordination, chaos of competencies, confusion of responsibilities, overlapping deadlines, and over- and under-utilization of employees.

The working environment and responsibilities are clearly defined thanks to the project management software. Project managers no longer have to actively control and ensure that projects are reliably completed. Project management can thus take a more passive approach. If a project threatens to get out of hand, the software clearly documents what the cause is. This allows project management to direct targeted feedback to the responsible employee. Sources of error can thus be efficiently identified and eliminated without irritating the entire project team.

Project management software provides your project team with a platform for communicating centrally with each other, with project management and with other stakeholders. Messages and project- or process-relevant information are no longer scattered across chats, e-mails, various software applications and verbal communication, but are bundled centrally in the project management software with clear reference to a project and its associated tasks.

This prevents information loss and incomplete documentation. The entire course of the project remains comprehensible to all participants and all necessary information and documents are available centrally for each task. The functions that project management software provides for communication vary.

Common tools are

• Document repositories
• Ticket systems
• Chats
• Comment functions
• E-mail imports
• Mail dispatch directly from the software
• CTI interfaces for documentation of telephone contacts

Ideally, the software offers the possibility to collaboratively edit project documents or information directly in the software. Automatic versioning guarantees traceability and documentation of the change process. Other collaboration tools can include integrated mind maps, Kanban boards, Gantt charts, or meeting planning tools.

The central storage of relevant data and documents and the bundling of communication directly on the project ensures considerable time savings. An internal search function makes it easier for you to find any information you need.

An important factor that saves time in everyday project work is intuitive usability: Short click paths, self-explanatory navigation elements and functions, clear views and simple operation, for example by drag-and-drop, make it easier for everyone involved in the project to work with the software on a daily basis and allow new employees and external project participants to get started quickly.

Wizards that guide you through project planning, customizable templates and storable processes ensure that you work through your tasks in a structured and speedy manner and do not have to complete them multiple times. Automated notifications inform everyone involved about important changes, eliminating the need for additional communication.

Administrative tasks such as inspections and approvals, approving applications, approving expenditures, or applying for a purchase are all ideally possible via software with a single click. Filling out forms or writing circulars is no longer necessary. Ongoing project controlling and reporting is done with just a few clicks thanks to the centrally stored data and does not require time-consuming calculations.

A project overview lets you see at a glance whether your projects are on track or whether complications are looming. You can also manage your resource and resource planning with the help of the software with just a few clicks. In case of scheduling conflicts and overload of your employees, the software raises an alarm and suggests reasonable alternatives.

Web-based project management software provides a central platform on which all project participants can collaborate - regardless of their physical location. Not only internationally positioned companies with multiple locations benefit from this, but also employees in the home office or in the field receive all project-relevant information in real time and can record their efforts on the project tasks.

Results and progress are immediately accessible to everyone involved, making direct communication in the form of meetings and personal consultations obsolete in many cases. If you also want to hold meetings remotely, it is advantageous if your project management software includes the corresponding functions for meeting planning and recording the results.

Despite good preparation and sound planning, external and internal events can disrupt or even jeopardize the successful progress of a project. Therefore, accompanying and continuous risk management is essential. With project management software, you can identify possible risks and their probability of occurrence both in the preparation and planning phases and during the course of the project. Project management software also supports you in working out measures to reduce risks.